HR & admin officer - Beirut

Background

The Lebanese Union for People with Physical Disabilities (LUPD) is seeking to recruit a qualified and motivated HR & admin officer to support and strengthen its human resources functions while ensuring efficient administrative operations across its offices.

Purpose of the Position

The HR & Admin officer will oversee and manage all human resources and administrative functions across LUPD’s three branches (Bekaa, Beirut, and South). The role ensures effective HR management, compliance with labor laws and internal policies, and smooth day-to-day office operations.

Scope of Work

 Administrative Responsibilities

• Oversee daily administrative operations across all offices.
• Manage lease agreements, including office and staff accommodation contracts, ensuring compliance and timely payments.
• Coordinate with vendors, service providers, and contractors.
• Prepare and follow up on payment requests and invoices, including those related to training and services.
• Maintain organized filing systems (physical and electronic) for all departments.
• Ensure proper documentation flow, archiving, and record-keeping.
• Track and manage distribution of office assets (keys, IDs, equipment) with proper documentation.
• Arrange travel, accommodation, and logistics for staff and visitors.
• Handle administrative aspects of visas, work permits, and residency permits in a timely manner.
• Support the Finance manager with administrative and documentation-related tasks.
• Perform any additional administrative duties as assigned by management.

 Human Resources Responsibilities

a. Recruitment and Selection

• Manage the full recruitment cycle, including preparation of TORs, job postings, screening CVs, interview coordination, and contracting.
• Maintain updated recruitment tracking tools and talent databases.
• Ensure timely processing of recruitment requests.
• Conduct onboarding and orientation sessions for new staff, including HR policies and procedures.
• Collaborate with management to improve recruitment strategies and reduce turnover.

b. HR Information Management

• Maintain accurate and up-to-date personnel records (contracts, salaries, leave, appraisals, training, etc.).
• Ensure proper documentation and filing of all HR records.
• Respond to employee inquiries and provide HR-related support.
• Coordinate with program teams regarding HR needs and updates.

c. Compensation and Benefits

• Support payroll preparation in coordination with the Finance manager (attendance, leaves, NSSF, and related inputs).
• Provide staff with clear information on salaries, benefits, and entitlements.

d. Training and Development

• Identify staff training and development needs.
• Organize and follow up on capacity-building activities.
• Recommend development initiatives to enhance staff performance and organizational capacity.

e. Employee Relations

• Handle employee grievances, complaints, and disciplinary matters in a professional manner.
• Promote a positive and inclusive work environment.
• Conduct exit interviews and provide feedback to management.

f. Policies, Compliance, and Legal Framework

• Regularly review and update HR policies and procedures in line with Lebanese labor law and organizational needs.
• Ensure staff awareness and compliance with HR policies.
• Stay updated on HR best practices and legal developments.
• Ensure full compliance with labor laws, internal policies, Code of Conduct, and PSEA Policy.

g. Performance Management

• Support the implementation of the performance management system.
• Advise managers on performance issues and disciplinary actions.

Reporting Line

The HR & Admin officer reports directly to the Management Team.

 Qualifications and Experience

• Bachelor’s degree in Business Administration or a related field.
• Minimum of 3 years of progressive experience in HR, experience in the NGO sector is mandatory.
• Proven experience in developing and reviewing HR policies, procedures, and systems.
• Experience in following-up HR functions within development and/or humanitarian contexts.

Skills and Competencies

• Strong organizational and time-management skills, with the ability to handle complex and diverse workloads.
• High attention to detail and problem-solving ability.
• Excellent interpersonal and team-working skills.
• Excellent communication skills (written and verbal).
• Ability to handle sensitive situations with diplomacy and confidentiality.
• Strong numerical and analytical skills.
• Proficiency in Microsoft Office applications (Word and excel especially)
• Fluency in English (written and spoken).
• Strong commitment to fairness, diversity, equity, and inclusion.
• Commitment to LUPD’s Code of Conduct and PSEA Policy.